Court Operations Associate - DAT Team

The Seventh Judicial District is accepting statewide applications for 1 full-time (1.0 FTE) Court Operations Associates to work on the Document Acceptance Team. The Document Acceptance Team is fully cross trained and will accept in all case types. The primary work location will be remote determined based on candidate selection with occasional requirement to travel to assist in other counties within the Seventh Judicial District and to attend training or conferences. This position allows for a hybrid work environment and will require good internet connection. Mileage reimbursement will be provided when travel is required to and from other county locations pursuant to the Travel and Reimbursement Policy.  Standard hours of work are Monday-Friday, 8:00 AM - 4:30 PM.

This is an internal opportunity for current Minnesota Judicial Branch employees.

This is a remote position that may require some driving for training or conferences.

What is a Document Acceptance Team? 

The Document Acceptance Team (DAT) is a group of specialized, district-level employees responsible for reviewing and accepting all eFiled documents in the district. This is a highly advanced, technical position requiring specialized clerical knowledge and application of detailed procedures in the Minnesota State Court system and eFile & Serve (eFS). Work includes performing a wide variety of complex case processing and document security knowledge with limited supervision. Work requires the use of independent judgment, application of specialized clerical knowledge and comprehensive understanding of court operations and procedures. This Court Operations Associate position is a fast paced, highly detail orientated position while remaining accurate. Primary responsibilities include advanced case processing in an electronic environment, providing exceptional customer service with internal and external customers. This position will work directly with the public, judges and justice partners. Duties require the application of independent judgment and the interpretation of established laws, policies, procedures, regulations based on training and knowledge gained through experience on the job.

Example of Duties

This position is classified as Court Operations Associate within the Minnesota Judicial Branch job classification system and involves advanced court clerical work with a District Court of the Minnesota State Court System. 

Work will involve responsibility for working on security and data quality for all court case types which may require the application of independent judgment, and the interpretation of policies and procedures based on training and knowledge gained through experience on the job. Attention to detail is required. Advice and assistance will normally be provided as needed by a Court Operations Supervisor, but most functions will be performed with minimal supervision.

The following are examples of major job duties expected for this position: 

• Performs the full scope of varied court clerical work involved in the acceptance of case filings on Odyssey File and Service (eFS) or related computer system in all case types.
• Reviews filings for completeness, adequacy, accuracy and compliance with rules; determines processing required and takes necessary action in accordance with court rules or refers the highly complex matters to a supervisor. 
• Responds verbally and in writing to questions/inquiries regarding acceptance of court filed documents. 
• Assures completeness and accuracy of document acceptance pursuant to court rules, policies, and procedures. 
• Performs the full range of court operations work within an assigned unit, which may include case processing in the areas of conciliation, civil, and family, using electronic case processing system and related applications and equipment. May assist with other case types as needed. 
• Initiates case records using electronic means or paper documents; records required data regarding parties, documents, flags, comments, and events in case processing system and other relevant systems; notifies relevant individuals about missing information, documents, or non-compliant legal forms. 
• Processes cases within assigned area of responsibility; research, tracks, and monitors case status and progression; follows up with judges, lawyers, and/or parties as necessary. 
• Provides assistance to attorneys, parties, self-represented litigants, judges, and the public by responding to a variety of questions over the phone, by mail, and/or electronically; provides forms, documents, and court procedure information; refers new or complex questions to higher level staff. 
• Attends and participates in division/team meetings and trainings; maintains knowledge of court policies, process, and procedures. 
• Utilizes applicable technology (i.e., operating and information systems and/or programs) and office equipment to perform and complete work assignments. 

Typical Qualifications 

Below are the past experiences that will lead to success in the role. For education requirements listed, the equivalent number of years of related experience may serve as a substitute.

• Graduation from high school or vocational school. 
• Two or more years of experience as a Court Operations Associate or equivalent experience. 
• Possess excellent communication skills, including ability to communicate effectively in writing and verbally; excellent customer service and interpersonal skills, and the ability to work effectively with a diverse population. 
• Demonstrated knowledge of court procedures, policies, laws and legal factors pertaining to the courts; knowledge of appropriate procedures for processing a variety of legal documents, records maintenance and retention; knowledge of the court automated information system; knowledge of legal terminology; and court accounting/bookkeeping principles and practices. 
• Ability to read and interpret legal documents of varying type and complexity; ability to understand and follow oral and written instructions; establish and maintain effective working relationships with others and being team orientated with a positive attitude; ability to focus on details while staying on task with multiple interruptions. 
• Strong organization, analytical, and time management skills. Willingness to be a team member who is skilled, efficient, flexible, motivated and willing to be there for the good of the team. 

Knowledge, Skills and Abilities 

• Considerable knowledge of court procedures and policies, laws, legal terminology and legal factors pertaining to the court. 
• Knowledge of electronic case management system and related applications.
• Knowledge of basic arithmetic. 
• Knowledge of modern office practices and procedures. 
• Knowledge of customer service practices. 
• Considerable skill in problem solving including consulting various resources, analyzing varying situations and circumstances, and determining the best solution with limited, conflicting, or no guidance. 
• Skill in the operation of a personal computer, including electronic case management system and related applications and equipment. 
• Ability to read and interpret legal documents of varying types and complexity and apply knowledge of specific laws, statutes, and rules related to the area of assignment. 
• Ability to maintain an accurate record filing system. 
• Ability to understand and follow oral and written instructions. 
• Ability to handle sensitive and confidential matters and files appropriately and in compliance with all applicable court rules, policies, and statutes. 
• Ability to communicate effectively, both orally and in writing. 
• Ability to interpret, and apply rules, statutes, laws, policies, and procedures in area of assignment. 
• Ability to prioritize work in a fast-paced environment while maintain composure and professionalism 
• Ability to establish and maintain effective working relationships with others within and outside of the Judicial Branch. 

Preferred Qualifications 

• Experience working in all case types. 
• Extensive knowledge of current court policies, procedures, processes and terminology. 
• Knowledge of and experience with eFile and Serve (eFS) and document security protocols. 

In addition to completing the online application, please upload and attach your cover letter, resume, and a list of at least 3 professional references.

Current judicial branch employees must have satisfactory performance in all competencies in their most recent performance evaluation and no discipline above an oral reprimand in the preceding 6 months.

SUCCESSFUL CANDIDATE WILL BE REQUIRED TO PASS A CRIMINAL BACKGROUND CHECK.